When your calendar is connected, your AI Receptionist can check your availability in real time and book appointments directly into your Google or Outlook calendar - automatically, during calls and texts it handles on your behalf.
This article covers how to set up and configure the Book Appointments feature, and what happens from the moment a caller requests a meeting to the moment it lands in your calendar.
Connect your calendar
Beside currently supports Google Calendar and Outlook Calendar. iCal is not supported.
To connect your calendar:
Open the Beside mobile app
Go to the AI tab (If you have multiple lines, select the relevant one from the dropdown at the top left)
Under the 📞 Phone tab, scroll down to Actions
Tap Book Appointments
Tap Continue and Connect
Choose Google Calendar or Outlook Calendar
Sign in and grant permissions when prompted
Once connected, your AI Receptionist can start booking appointments based on your availability.
⚠️ Grant full calendar access:
During sign-in, make sure to allow all requested permissions. If any permissions are unchecked (for example, by a Google Workspace admin policy), Beside won't be able to connect your calendar.
On the latest app version, you'll see a "Calendar permissions required" error if access is incomplete - tap it to reconnect and grant full access.
How it works
When a caller or texter requests a meeting, your AI Receptionist will:
Ask for the reason for the meeting, preferred time, and email address
Check your calendar availability in real time
Book the meeting automatically or suggest an alternative slot
Add the confirmed event to your Google or Outlook Calendar and your Beside line conversation
Once a booking is made:
The caller receives a confirmation text from your Beside number - if booking confirmation texts are enabled
A confirmation email is also sent if the caller's email was successfully captured
The booking is confirmed in real time, often while the call is still ongoing
If you cancel the event later, a cancellation text is automatically sent from your number to notify the caller
👉 You can cancel any appointment at any time from the conversation view.
Example flow:
Caller: "Can I schedule a consultation for tomorrow afternoon?"
Your AI Receptionist: "Sure! What time works best for you?"
It checks your calendar and confirms: "You're available at 3 PM, I've added the meeting to your schedule."
Both you and the caller receive confirmation instantly.
Appointment settings
Preferred hours
Your AI Receptionist will only book meetings during the hours you set. To configure them, go to Book Appointments → Preferred Hours and choose your available days and time ranges.
Appointment duration
On iOS, you can choose a default meeting duration between 15 minutes and 3 hours. This duration applies to all appointments booked by your AI Receptionist.
On Android, appointment duration is currently fixed at 30 minutes.
Booking confirmation texts
On iOS, you can choose whether callers receive a confirmation text when an appointment is booked.
To enable or disable this:
Go to Book Appointments in your AI Receptionist settings
Toggle Send confirmation text
When enabled, callers receive a confirmation SMS from your Beside number after a meeting is scheduled.
🤖 On Android, booking confirmation texts are currently enabled by default and cannot be disabled.
Things to know
Works only for AI-handled calls and texts - not live calls you answer directly
iCal is not supported - you'll need a Google or Outlook account
Bookings only happen during your Preferred hours
You can update or disconnect your calendar anytime from Book Appointments in your AI Receptionist settings
Minimum advance notice: There is currently a minimum buffer of up to 4 hours between a booking request and the meeting start time. If a caller requests a meeting sooner, your AI Receptionist will automatically suggest the next available slot. This buffer is not customizable at this time.
FAQs
Why is my AI Receptionist scheduling appointments in the wrong timezone?
Why is my AI Receptionist scheduling appointments in the wrong timezone?
Beside follows the timezone of your phone, not your calendar app or email account. If appointments show the wrong time, check your phone's timezone in device settings and restart the Beside app. If it still doesn't update, delete and reinstall the app to force a fresh timezone detection. There is no timezone setting inside Beside - adjusting your phone's timezone is the only way to change this.
Why isn't my AI Receptionist offering to book appointments?
Why isn't my AI Receptionist offering to book appointments?
Make sure Book Appointments is enabled and a calendar is connected in your AI Receptionist settings. Also check that your Preferred Hours are set - without them, no time slots are available to book. Note that scheduling only works for calls and texts handled by your AI Receptionist, not live calls you answer yourself.
My calendar shows as connected but bookings aren't working - why?
My calendar shows as connected but bookings aren't working - why?
This usually means the calendar connection has incomplete permissions or has expired. Go to Book Appointments in your AI Receptionist settings, disconnect your calendar, and reconnect - making sure to grant all requested permissions during sign-in. If you see a "Calendar permissions required" error, tap it to restart the connection flow.
Does Book Appointments work with Outlook?
Does Book Appointments work with Outlook?
Yes. Beside supports both Google Calendar and Outlook Calendar. The setup flow is the same for both. Note that Outlook connections can expire over time - if bookings stop working, try reconnecting your calendar from the Book Appointments settings.
Can I cancel an appointment that was booked by my AI Receptionist?
Can I cancel an appointment that was booked by my AI Receptionist?
Yes - open the conversation where the appointment was booked and tap Cancel appointment. Your caller will automatically receive a cancellation text from your Beside number.